CITY OF OVERLAND PARK - POSITION DESCRIPTION

JOB SUMMARY STATEMENT: Performs administrative support to the City Attorney, the Administrative Prosecutor and Law Department staff. Maintains files and records. Coordinates travel arrangements, payments of dues and registrations for office staff. Performs a variety of legal office administrative support duties. Compiles data and prepares reports of routine to complex in nature with the highest degree of accuracy and confidentiality. Provides information related to complex legal questions. Processes invoices and purchase orders.

DUTIES AND RESPONSIBILITIES:

Performs duties of the Administrative Clerk, Administrative Assistant, Legal II and the Administrative Assistant, Legal III, positions.

Prioritizes work and assigns responsibilities and tasks to all Administrative Assistants and Interns in the Prosecution Division.

Serves as Victim Assistant Coordinator by contacting and monitoring victims of crime and notifying victims of arraignments, trials, sentencing dates and any other necessary hearings. Manages any correspondence delegated to others for the Victim Assistance program.

Serves as Terminal Agency Coordinator as needed for the Prosecution Division.

Inventories and orders office supplies, equipment and stationery. Arranges for the maintenance and repair of office equipment. Prepares check requests, purchase orders and processes invoices. Manages the process of maintaining and updating the Fixed Asset Report and Equipment Replacement Schedule.

Maintains or supervises maintenance of the law library.

Coordinates and makes travel arrangements. Pays registration fees and annual membership dues.

Provides relief and backup to Administrative Assistants and Clerks in the Prosecution Division as well as acting as back up to the Executive Legal Assistant to the Civil Division as needed.

Performs special projects as assigned by City Attorney or their designee.

Prepares written communication complex in nature as needed.

Ensures notary public status is maintained by all administrative assistants and acts as a notary public on City business.

Works the days and hours necessary to perform all assigned responsibilities and tasks. Is available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals.

Is punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.

GENERAL QUALIFICATIONS

EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:

Associates Degree in Business Administration or a related field of study or a combination of administrative certificates and 30+ credit hours in college level courses.

Access to the Kansas Criminal Justice Information System (KCJIS) may be required, so the following KCJIS requirements apply: must be at least 18 years of age; must not have been convicted of a felony; must not have been convicted of a serious misdemeanor; and must not have an arrest history the nature and severity of which warrant disqualification.

EXPERIENCE:

Three to five years of relevant legal office work experience, or an equivalent level of experience.

SKILLS:

Good oral and written communication skills.

Excellent phone etiquette.

Proficiency with appropriate Windows, Adobe and Google based software applications such as word processing, database, and spreadsheets.

Detail-oriented to include excellent ability to carefully review legal documents for accuracy, grammar and format in a timely fashion.

Excellent typing and writing skills.

Excellent organizational skills.

Good listening skills.

MENTAL REQUIREMENTS:

Ability to read and comprehend City policies and procedures.

Ability to learn and understand personal computer software applications.

Alpha and numeric recognition.

Ability to carry out assignments through oral and written instructions.

Ability to be attentive for extended periods of time.

Ability to work under distracting conditions.

Ability to work on several projects at once.

Ability to recognize and protect confidential information.

Ability to organize files and effectively retrieve data.

PHYSICAL REQUIREMENTS:

Ability to make and receive phone calls.

Ability to operate office equipment and machinery to include personal computer, calculator, copy machine, fax machine.

Ability to greet and assist the general public.

Ability to lift 10 pounds and transport 10 feet.

SUPERVISORY RESPONSIBILITY (Direct & Indirect):

Direct: None

Indirect: (As directed by the Legal Support Administrator)

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.